FUDCon organization process

From FedoraProject

m(Created page with '{{admon/warning|Draft Documents|These are documents in a draft state, you rely upon them at your own risk.}} This page is written for FUDCon organizers who have been accepted to...')

{{admon/warning|Draft Documents|These are documents in a draft state, you rely upon them at your own risk.}}

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[[Category:FUDCon]]

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This page is written for FUDCon organizers who have been accepted to run a FUDCon through the [[FUDCon bid process]] and documents things FUDCon organizers should think about when putting together an event. It covers the common style of FUDCon, which includes one or more days of group hackfest sessions as well as one or more days of BarCamp-style technical sessions.

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This page is written for FUDCon organizers who have been accepted to run a FUDCon through the [[foo|FIXME-LINK FUDcon bid process]]. It covers what you need to know about

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This page documents things FUDCon organizers should think about when putting together an event. It covers the common style of FUDCon, which includes one or more days of group hackfest sessions as well as one or more days of BarCamp-style technical sessions.

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= Starting point: What you should already have =

= Starting point: What you should already have =

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If you've been through the [[foo|FIXME-LINK FUDcon bid process]], you should already have the following:

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If you've been through the [[FUDCon bid process]], you should already have the following:

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* At least 6 months to plan (absolute minimum 4).

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* Sufficient time - see the [[#FUDcon_Team_General_Planning_Schedule|schedule]] below.

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* An event owner/organizer (you!) who expects to spend approximately 15 hours a week on FUDCon tasks until 1 month prior to the event, when that number will jump to approximately 25 hours per week. FIXME -- word better

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* An local event owner/organizer (you!) with sufficient time and energy to devote to planning. You can expects to spend a maximum of approximately 8-15 hours a week on FUDCon tasks until 1 month prior to the event, when that number will jump to approximately 15-25 hours per week, including [[#Meetings|meetings]]

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* Dates for FUDCon

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* Dates for the FUDCon

* A venue for the FUDCon event itself

* A venue for the FUDCon event itself

* A hotel location

* A hotel location

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* A general budget-availability quote from one or more sources (usually this will be Red Hat's [[Community Architecture]] team), and a contact person for obtaining access to said budget

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* A budget.

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== This section will be deleted shortly ==

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Budget for FUDCon is as follows:

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* $20,000 USD for FUDCons in NA and EMEA.

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* $15,000 USD for FUDCons in LATAM and APAC.

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* This budget comes from the ''Premier Fedora Events'' line item in the [[Community_Architecture_expenses#Premier_Fedora_Events|Community Architecture budget]], and should be considered a fixed amount unless any different information is confirmed in writing and in public.

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* See the [[FUDCon budget template]] page for more information.

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Things we should have in the doc:

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= Communications =

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(note that this list may be overly exhaustive and we will probably pare it down. Mel writes too much.)

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{{Admon/important|Communication is essential.|Communication is central to planning a successful FUDCon. A good general motto is: '''"If it didn't get sent to the {{fplist|fudcon-planning}} list, it didn't happen."'''}}

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* planning schedule/timeline

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Use the following communication channels:

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** for local folks

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** for non-local folks

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*** marketing

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**** reaching out to locals, publicizing in various existing Fedora channels

* hotel/lodging tasks: whether to (not) set up hotel booking in a block, how to advertise, how to set up a wiki space for rooming pairings

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* registration: how to set it up, how to open it, how to set a cap

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* food: what you'll need to get, approximately how much it might cost, how to order it

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* networking and power: at the hotel, and at the venue: backup plans for the inevitable NETWORK HOSEDNESS (short of bringing in temporary network, how do you accomodate?)

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* signage: where to get designs, how to customize them, where to store your customized versions, what kinds you might want to print and post where

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* badges

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* tshirts: where to get designs, how to customize them, where to store your customized versions, how to find and negotiate with a vendor, how to set up shirt registration, what types of shirts to get, figuring out delivery, figuring out distribution

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* budget: how to interface with [[FIXME link -- Attendee sponsorship]], how to track it, what to save, what to report, suggestions for setting deadlines.

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* fudcon live: link to [[FIXME link --fudcon live setup doc]]

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* user tracks

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* marketing online

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* marketing to locals

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* design needs

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** posters, sign, badges, shirts

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* FUDpub

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== Local FUDcon Team General Planning Schedule ==

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* {{fplist|fudcon-planning}} mailing list - for publishing meeting notes, announcing major wiki edits, and having general planning discussions. This should be the list that the entire FUDCon planning team should join - there should be no other planning list.

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* {{fpchat|fudcon-planning}} channel - when you have meetings or conversations here, [[Zodbot#Meeting_Functions|use zodbot to log them]].

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* [https://fedorahosted.org/fudcon-planning fudcon-planning Trac instance] - Planners should be making liberal use of the [https://fedorahosted.org/fudcon-planning fudcon-planning Trac instance], which helps organize, track, and assign work. This ensures things get done, but furthermore it helps others understand and participate in the work.

* Podium sign - place on podium/console or wall behind speaker so that pictures that end up on blogs/Flickr, blogs, etc as well as videos show the event name and year. 11x17" filled with the event logo is appropriate.

* Podium sign - place on podium/console or wall behind speaker so that pictures that end up on blogs/Flickr, blogs, etc as well as videos show the event name and year. 11x17" filled with the event logo is appropriate.

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* ''Recommended:'' A webcam such as the [http://www.amazon.com/Webcam-C110-with-USB-Cable/dp/B00519B4YG Logitech C110], to broadcast video, and a laptop to support broadcast through e.g. Google+/YouTube

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==== Hackfest ====

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=== Hackfest ===

* Small tables with 6-10 seats (round works well), small number of

* Small tables with 6-10 seats (round works well), small number of

* Good network access -- consider wired as a backup/compliment to wireless

* Good network access -- consider wired as a backup/compliment to wireless

* Whiteboards or easel pads

* Whiteboards or easel pads

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=== Hotel ===

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== Hotel ==

* Map/information at front desk

* Map/information at front desk

* Hack room with network access and sign

* Hack room with network access and sign

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== Signage ==

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= Signage =

Need:

Need:

Line 103:

Line 241:

* Signs advertising events (FUDpub, side trips)

* Signs advertising events (FUDpub, side trips)

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== Badges ==

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= Badges =

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Include on the padge:

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Include on the badge:

# The event logo

# The event logo

# Attendee name (in a large font size)

# Attendee name (in a large font size)

Line 113:

Line 251:

# Include any other personal-tied information on back, such as an individual wireless password

# Include any other personal-tied information on back, such as an individual wireless password

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The gLabels package is a good tool for designing badges and merging in text from a CSV file. It can also shrink field font size to fit available space.

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The gLabels package is a good tool for designing badges and merging in text from a CSV file. It can also shrink the font size to fit the space available for a field.

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== Design (for badges, signs, handouts, and so forth) ==

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= Handout =

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It is useful to provide a handout to attendees, including

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# a map showing the route between the hotel and the venue

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# a map showing the way around the venue

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# recommendations for local restaurants

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# local transit information

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# any other information that would be useful for the attendees

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These handouts should be available at the hotel and at the Information/Registration desk at the venue.

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= Design (for badges, signs, handouts, and so forth) =

The [[Design|design team]] is very helpful in designing preparing materials. However, there will undoubtedly be situations where the local team will need to produce materials on their own.

The [[Design|design team]] is very helpful in designing preparing materials. However, there will undoubtedly be situations where the local team will need to produce materials on their own.

Line 121:

Line 270:

When designing for FUDcon, consistently:

When designing for FUDcon, consistently:

# Use the Fedora and FUDcon event logos according to the [http://fedoraproject.org/wiki/Logo/UsageGuidelines Logo Usage Guidelines]

# Use the Fedora and FUDcon event logos according to the [http://fedoraproject.org/wiki/Logo/UsageGuidelines Logo Usage Guidelines]

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# Use the MgOpen Modata font (from the [https://admin.fedoraproject.org/pkgdb/packages/name/mgopen-fonts#Fedora12 mgopen-modata-fonts] package). These fonts will work in Inkscape, OpenOffice.org, Gimp, and most other applications.

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# Use the Comfortaa font (from the aajohan-comfortaa-fonts package). These fonts will work in Inkscape, OpenOffice.org, Gimp, and most other applications.

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= Meetings =

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* Frequency:

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** More than 6 months in advance: monthly

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** 6-2 months in advance: bi-weekly

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** 1 months-2 weeks in advance: weekly

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** Last 2 weeks: daily

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* Use #fudcon-planning or telephone conference as appropriate.

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= Registration =

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FUDCon registration is done on-line. In the past, a wiki page was used, but we're encountering limitations in this approach -- specifically, it is hard to collect personal data (such as e-mail address, shirt size/style, and phone number) which the attendees may not wish to reveal to the world (including spam spiders). The wiki table has also grown to a width that is almost unmanageable.

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The replacement should be a database system. One possibility may be the [http://conman.utosc.com/pages/home/ ConMan] software, created for [http://utosc.com UTOSC] by [[User:Herlo]].

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= Lunch =

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Lunch is typically provided for attendees who meet the [[#Swag cutoff|swag cutoff]] during the [[FUDCon barcamp|barcamp]] days. This is typically a bag- or box-lunch, but could be a buffet.

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Lunch has not historically been provided for the [[FUDCon hackfest|hackfest]] days, but could be considered -- the loss of concentration and energy caused by organizing a delivered lunch (e.g., pizza) or going out for lunch reduces the efficiency of the hackfest.

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= Shirts =

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T-shirts are typically provided to attendees, based on the size (and, ideally, style - male/unisex or female) selected in the [[#Registration|registration system]].

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Here are some vendors we have ordered shirts from in the past:

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* [[FUDCon:India_2011|FUDCon Pune]] ordered from [http://www.grotal.com/Pune/Cavaal-Clothing-Pvt-Ltd-C66/ Cavaal] because the vendor was already in Red Hat's system and didn't demand 100% upfront payment.

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* FUDCons in India in the past have also ordered from http://www.tshirts.in/, which is better known, has more choices and is cheaper, but requires 100% advance payment.

In order to promote early registraion, provide a "thank-you" to attendees, and to keep costs predictable, the first X attendees to [[#Registration|register]] are usually the only ones to:

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# get a [[#Shirt|t-shirt]]

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# receive [[#Lunch|lunch]]

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# be invited to the [[FUDPub]]

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The value of X has varied, but has typically been around 130 people for FUDCon NA.

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The swag cutoff is reached when the number of attendees that will receive swag have [[#Registration|registered online]].

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= Post-mortem =

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The "post-mortem" meetings provide an opportunity to reflect on what worked well and should be kept for future events, and what could be improved (and how) in future FUDCons. It's a good idea to do this in two phases:

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# Collect the observations of the FUDCon team immediately after the event, either in e-mail or (preferrably) by having an unwind-meeting after the event.

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# Hold a post-mortem meeting after a bit of time has passed and the team has had an opportunity to reflect on the event, rest up, and hear feedback from the community -- perhaps a week after the event ends.

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= On-call =

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Immediately before and during the event, someone should be available 24 hours a day (or at least during local daytime and evening hours) via phone and/or IRC. Local team members should be assigned to cover the on-call role in shifts.

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== Current resources ==

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= Current resources =

* https://fedoraproject.org/wiki/FUDCon_design

* https://fedoraproject.org/wiki/FUDCon_design

* https://fedoraproject.org/wiki/FUDCon/Organization

* https://fedoraproject.org/wiki/FUDCon/Organization

Revision as of 20:33, 20 January 2013

This page is written for FUDCon organizers who have been accepted to run a FUDCon through the FUDCon bid process and documents things FUDCon organizers should think about when putting together an event. It covers the common style of FUDCon, which includes one or more days of group hackfest sessions as well as one or more days of BarCamp-style technical sessions.

Starting point: What you should already have

An local event owner/organizer (you!) with sufficient time and energy to devote to planning. You can expects to spend a maximum of approximately 8-15 hours a week on FUDCon tasks until 1 month prior to the event, when that number will jump to approximately 15-25 hours per week, including meetings

Dates for the FUDCon

A venue for the FUDCon event itself

A hotel location

A budget.

Budget for FUDCon is as follows:

$20,000 USD for FUDCons in NA and EMEA.

$15,000 USD for FUDCons in LATAM and APAC.

This budget comes from the Premier Fedora Events line item in the Community Architecture budget, and should be considered a fixed amount unless any different information is confirmed in writing and in public.

Communications

Communication is essential.Communication is central to planning a successful FUDCon. A good general motto is: "If it didn't get sent to the fudcon-planning list, it didn't happen."

Use the following communication channels:

fudcon-planning mailing list - for publishing meeting notes, announcing major wiki edits, and having general planning discussions. This should be the list that the entire FUDCon planning team should join - there should be no other planning list.

Session Rooms

Barcamp

Optional but recommended: wired network access for presenter, in case wireless is swamped

Board erasers

Seating - various size rooms are fine, from 20 to 120

Wi-Fi access

Podium sign - place on podium/console or wall behind speaker so that pictures that end up on blogs/Flickr, blogs, etc as well as videos show the event name and year. 11x17" filled with the event logo is appropriate.

Recommended: A webcam such as the Logitech C110, to broadcast video, and a laptop to support broadcast through e.g. Google+/YouTube

Hackfest

Small tables with 6-10 seats (round works well), small number of

Good network access -- consider wired as a backup/compliment to wireless

Whiteboards or easel pads

Hotel

Map/information at front desk

Hack room with network access and sign

Signage

Need:

Outdoor signs advertising the event (so attendees know they're in the right spot)

Signs to venue from parking and from transit

Signs at venue to direct people from the entrances most likely to be used to the information/registration table

Use the Comfortaa font (from the aajohan-comfortaa-fonts package). These fonts will work in Inkscape, OpenOffice.org, Gimp, and most other applications.

Meetings

Frequency:

More than 6 months in advance: monthly

6-2 months in advance: bi-weekly

1 months-2 weeks in advance: weekly

Last 2 weeks: daily

Use #fudcon-planning or telephone conference as appropriate.

Registration

FUDCon registration is done on-line. In the past, a wiki page was used, but we're encountering limitations in this approach -- specifically, it is hard to collect personal data (such as e-mail address, shirt size/style, and phone number) which the attendees may not wish to reveal to the world (including spam spiders). The wiki table has also grown to a width that is almost unmanageable.

The replacement should be a database system. One possibility may be the ConMan software, created for UTOSC by User:Herlo.

Lunch

Lunch is typically provided for attendees who meet the swag cutoff during the barcamp days. This is typically a bag- or box-lunch, but could be a buffet.

Lunch has not historically been provided for the hackfest days, but could be considered -- the loss of concentration and energy caused by organizing a delivered lunch (e.g., pizza) or going out for lunch reduces the efficiency of the hackfest.

Shirts

T-shirts are typically provided to attendees, based on the size (and, ideally, style - male/unisex or female) selected in the registration system.

Here are some vendors we have ordered shirts from in the past:

FUDCon Pune ordered from Cavaal because the vendor was already in Red Hat's system and didn't demand 100% upfront payment.

FUDCons in India in the past have also ordered from http://www.tshirts.in/, which is better known, has more choices and is cheaper, but requires 100% advance payment.

The value of X has varied, but has typically been around 130 people for FUDCon NA.

The swag cutoff is reached when the number of attendees that will receive swag have registered online.

Post-mortem

The "post-mortem" meetings provide an opportunity to reflect on what worked well and should be kept for future events, and what could be improved (and how) in future FUDCons. It's a good idea to do this in two phases:

Collect the observations of the FUDCon team immediately after the event, either in e-mail or (preferrably) by having an unwind-meeting after the event.

Hold a post-mortem meeting after a bit of time has passed and the team has had an opportunity to reflect on the event, rest up, and hear feedback from the community -- perhaps a week after the event ends.

On-call

Immediately before and during the event, someone should be available 24 hours a day (or at least during local daytime and evening hours) via phone and/or IRC. Local team members should be assigned to cover the on-call role in shifts.